MITS4001: Analysis of Paperless Transition in Business Operations

Desklib provides past papers and solved assignments. This report analyzes the transition to a paperless office.

MITS4001 BUSINESS INFORMATION
SYSTEMS
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Table of Contents
Introduction......................................................................................................................................3
Q.1 Why is it important to strip away old ways of working when introducing systems such as
those brought in by Liverpool Direct and Hyde?............................................................................4
Q2 Using the Internet as a resource, locate information regarding a simple document
management system, such as Scansoft's PaperPort Office. How useful is such a product likely to
be within a department of a large company or a small business?....................................................5
Q3. What is the likelihood that the paperless office will ever be achieved?...................................7
Q4. If a company implements a workflow management system such as the one described in the
case study, what would be the expected changes in the business processes. What do you think
would be the drivers for success of such a project?.........................................................................8
Conclusion.......................................................................................................................................9
References......................................................................................................................................10
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Introduction
In this case study, there is an analysis of an organization who is going paperless. How does it
change its cost and time management structure? How will it help the companies in the long run?
How will employees get their time saved in terms of manpower and workflow management?
Importance of using digital systems and drawbacks of using paper instead of computers.
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Q.1 Why is it important to strip away old ways of working when introducing
systems such as those brought in by Liverpool Direct and Hyde?
Nothing is everlasting, no matter how much efficiency it provides, at some point, it starts
becoming a liability. This question is about why is it important to stop using old ways and
methods so that room can be made for new systems. Liverpool Direct has a huge amount of
paper consumption which can be very costly to an organization. If methods are not introduced to
maintain good performance alongside with cost efficiency then the organization will suffer the
consequences. The most recent change that has been presented to the world is the change of
digital systems in every sector. For a paper organization, this evolution can be very helpful too as
transforming all hard-bound copies into digital files can make them feasible and easy to manage.
After digitizing the paper records and file the time and efficiency has gained a major profit.
According to older methods, the time taken to search a file can be up to or more than four hours
and cost of this process can be nearly 700,000 euros of a company’s earning. Liverpool Direct
and Hyde changing methodologies have made searching so feasible, the average time taken to
search a file is 4 min which is a major improvement as compared to the traditional ways. But just
implementing the changing is not enough, it is also important that your employees whether they
are senior or new they must adapt to changing circumstances. Making your senior staff
understand the power and need of digitization is a very sophisticated and crucial step. Because
most people don’t respond well to change so it’s very important that they understand how much
this is important in order to help the organization. Just by using a computer system instead of
paper in the recruitment and screening process the difference between paper usage of now and
they is more than 50,000. Diminishing the old methods not only help the organization to stay
afloat but also to make a huge difference in numbers and profit. Making the Liverpool Direct and
Hyde senior staff understand the importance and training them to understand these new systems
was a challenge. The hiring process became faster and more efficient and the interviews were
more like to go smoother as they use to be. [1]
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Q2 Using the Internet as a resource, locate information regarding a simple
document management system, such as Scansoft's PaperPort Office. How
useful is such a product likely to be within a department of a large company
or a small business?
PaperPort is computer software that is used by many individuals and professional companies to
manage and organize their data according to their requirements. This software also has the
functionality of sharing and managing data in a well-organized manner. For Professional
PaperPort stores, uses cloud storage to share and manage files over the network. Using cloud
technology in PaperPort make its data feasible from all around the globe. This software will
improve efficiency in making forms and managing them as they are digital and doesn’t waste
any resources in particular. Pictures or digital camera photographs can be stored too on the
cloud. This methodology is very beneficial because it allows the user to store as many files as
they want and from anywhere around the globe. For a single user’s personal use this software
can open up many efficient possibilities too as they can better manage and organize their file.
Using scanner devices can be very helpful if the user wants to convert an image document into a
pdf file which can be later uploaded to the cloud server so that it can access from all around the
world. This system eliminated the possibility of losing data on a personal level. As all your files
are on the cloud then you have access to them from anywhere as long as you have an internet
connection. PaperPort will be a perfect system for maintaining electronic mail, tax audits,
pictures, document, files, bills, statements, etc.
This software is not limited to a large multinational organization, many small businesses can also
experience its benefits if they understand and implement its methodologies in the right way. In
technical terms, this software will act a secretary to all the records and files that are kept in them,
so there will be less chance of misplaced documents. [2]
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Q3. What is the likelihood that the paperless office will ever be achieved?
If an institution or an office can go paperless then there are many aspects that we have to look
for. Going paperless is not an easy job, especially for an office whose records are maintained in
the form of paper to this day. This type of conversion may seem easy but it's not. But there are
many upsides to this too. Going digital will save a lot of time and money. All the search can be
digital, no records will get misplaced, backing up data will become very easy and can be done
multiple times. In the above mention method, the technology will take approximately 4 four
hours for just a single file search with a lot of manpower, but if we use computer record instead
of paper then the time it will take will be around 4 minutes. If we talk about the cost of such a
process then it can be up to 750,000 euros which is very high as compared to computers.
Another case to mention is that by using the computer as a replacement of paper in the interview
process has saved more than 55,000 paper in a year which is only possible because the system
that is used was digitized. The steps that were taken to replace the old steps with new ways were
very crucial as if they haven’t worked then the cost of going back will be very high as compared
to just using traditional ways. Using a computer system instead of paper in screening and
recruitment process has also saved so much paper and resources in a year and also due to this the
process get a lot simpler as well as faster. [3]
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Q4. If a company implements a workflow management system such as the one
described in the case study, what would be the expected changes in the
business processes? What do you think would be the drivers for the success of
such a project?
In the case study of Liverpool, the basic requirement was that they want to go paperless and
switch all their paper records into digital and searchable files. This was a very major step in their
company because most of their senior management staff was used to traditional ways and
making them learn a whole new system style could have been a challenge. Going paperless will
actually help in maintain the records more efficiently. For a paper organization, this evolution
can be very helpful too as transforming all hard-bound copies into digital files can make them
feasible and easy to manage. After digitizing the paper records and file the time and efficiency
has gained a major profit. The workflow which should be required to move into paperless tech
would be aware of an organization that tree is being decreasing day by day and the consequences
of global warming are increasing day by day. After using various methods to go paperless and
installing computer systems for record maintenance can be compared by using facts and figure.
After the workflow analysis, the result will be an effective workflow implementation in an
organization. [4]
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Conclusion
This report is about making observations and answering the questions after analyzing the
provided case study. This report had analyzed cases like what happens when a company goes
paperless whether it is a small or large business. The is a discussion about cost and time usage
and how they will be affected after going paperless. The recruitment process will get boomed
after going paperless.
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References
[1]"Online Form Builder with Cloud Storage Database | Wufoo", Wufoo, 2019. [Online]. Available:
https://www.wufoo.com/.
[2]"PaperPort | OCR Software", Nuance Communications, 2019. [Online]. Available:
https://www.nuance.com/print-capture-and-pdf-solutions/optical-character-recognition/paperport-for-
pc.html.
[3]2019. [Online]. Available: https://www.quora.com/What-are-the-benefits-from-paperless-document-
management.
[4]"Allstate Verification Services", Facebook.com, 2019. [Online]. Available:
https://www.facebook.com/allstateverifications/posts/1246897978715047.
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